school based services - michigan

December 22, 2009

School Based ServicesCost Reporting Process

2 / December 22, 2009 School Based Services Cost Reporting Process

Overview

• This presentation demonstrates at a high level the software and processes that will be used to record and submit Medicaid School Based Services cost report information.

• Please note that the screens are not yet in their final state. There may be minor variances in the final implementation.

December 22, 2009

LEA MAER Process


LEA MAER Process – Web Download Site

NOTE: “MAER” is an acronym for

“Medicaid Allowable Expenditure Report”


LEA MAER Process – Select File for Download


LEA MAER Process – Save File Locally


LEA MAER Process – Initial Screen

NOTE: If the LEA computer is unable to run

Microsoft Excel files, blank

forms will be available on the

web site to print, complete manually, and submit to the

ISD.


LEA MAER Process – Initial Screen – Macros Disabled

NOTE: Office 2007 (shown on

left) or other Office systems may open the

MAER with macros disabled. For Office 2007,

click on the Options tab and

follow the prompts to enable macros. Your IT

department should be able to help you enable

macros.


LEA MAER Process – Initial Screen – Macros Enabled

NOTE: Once macros are

enabled, some versions of Office may display the MAER menu in a different location within Excel as shown in Office 2007 to the left. In this display

you can see that Office 2007 adds the MAER menu as a sub-menu within the Add-

Ins menu.


LEA MAER Process – Create New File


LEA MAER Process – Medical Staff Costs

NOTE: Preparer completes

“yellow” cells. Other cells are

prefilled or calculated.


LEA MAER Process – Enter LEA Code


LEA MAER Process – LEA/ISD Names Displayed


LEA MAER Process – Transportation Costs

NOTE: The LEA/ISD name displays carry over from the Medical Staff

Costs.


LEA MAER Process – Save ISD Submission File


LEA MAER Process – ISD Submission File Created

NOTE: Each LEA submits this file

to the ISD.

Do not rename this file! The

ISD MMF Summary software

expects files named in this

specific format. If the file is not named properly,

it will not be recognized by the summary application.

December 22, 2009

ISD Summary Process


ISD Summary Process – Web Download Site

NOTE: The “ISD -MAER Summary

Software” is called “Michigan Medicaid Forms” or “MMF”

and is available via the DCH File

Transfer application within Single Sign On

(SSO)



NOTE: Once Signed into the

MDCH File Transfer web site, click the “Download File”link on the upper left side of the

page.



NOTE: From the File Download page, select

HHPRD-ISD as the Area, and select the MMF.msi file

from the Select file to download drop list and click the

Download button.

Once downloaded, double click the MMF.msi file to

install MMF.


ISD Summary Process – Initial Screen


ISD Summary Process – Create New File


ISD Summary Process – Enter ISD Code/Year


ISD Summary Process – Load LEA MAER Files

The screen at the right will “pop up”

automatically when creating a new file. Subsequently, this

function can be selected from the Tools

menu.

NOTE: You need to have placed all of your LEAs CSV files into a single folder location. At the time of creating your cost report data file, you will need to select the folder that

contains all of the LEA CSV files.


ISD Summary Process – General Information Worksheet

NOTE: Preparer completes “white”cells. Other cells are prefilled or

calculated.

“Tool Tips” at bottom of screen (in yellow) show

information related to highlighted cell.


ISD Summary Process – Local Education Agencies Worksheet (Lists LEAs assigned to ISD)

NOTE: Contact MDCH if the LEA list

is inaccurate.


ISD Summary Process – Medical Staff Costs Worksheet

NOTE: The default screen display size is set to accommodate smaller monitors with

lower resolution. Scroll bars are

available and column widths may be

changed. The screen may also be expanded

to accommodate larger monitors with higher resolution.


ISD Summary Process – Medical Staff Costs Worksheet (Expanded)


ISD Summary Process – Transportation Costs Worksheet


ISD Summary Process – Transportation Costs Worksheet (Expanded)


ISD Summary Process – Medical Staff Costs Summary Worksheet

NOTE: Summary of previous forms. No user input cells on

this worksheet.


ISD Summary Process – Medical Staff Costs Summary Worksheet (Expanded)


ISD Summary Process – Transportation Costs Summary Worksheet

NOTE: Summary of previous forms.


ISD Summary Process – Transportation Costs Summary Worksheet (Expanded)

NOTE: Line 21 is entered by MDCH

based upon submitted claims.


ISD Summary Process – Reconciliation & Settlement Worksheet

NOTE: Summary and calculations based

upon previous forms. No user input cells on

this worksheet.


ISD Summary Process – Reconciliation & Settlement Worksheet (Expanded)


ISD Summary Process – Payment Details Worksheet


ISD Summary Process – Payment Details Worksheet (Expanded)


ISD Summary Process – Saving the Cost Report File


ISD Summary Process – File Saved Successfully

NOTE: The file name displays at the bottom of the screen. The ISD

submits this file to MDCH.

The example to the left shows the file

name “09603000.mer”.

Each ISD will have a similarly named file

with the last 5 characters ending in

their own school code.

Do not rename this file!


ISD Summary Process – Choosing Print


ISD Summary Process – Print Certification

NOTE: The ISD submits the signed certification form to

MDCH.

Sign the certification form and fax it to (517) 241-7408



NOTE: Once the file has been saved

via the MMF application, the

“.mer” file can be uploaded to the HHPRD using the

MDCH File Transfer application. Once Signed in, choose the “Upload File”link on the upper left side of the

page.

When uploading, choose your Area name as the Area.

December 22, 2009

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